How to Create a Welcome Book for Your Vacation Rental (Complete 2026 Guide)

When I first listed my two cottages for rent in Normandy, France, I quickly realised something: guests always ask the same questions. "How does the washing machine work?", "Where's the nearest bakery?", "What's the Wi-Fi password?". A well-crafted welcome book for your vacation rental is the simplest way to answer all of these once and for all.

In this guide, I'm sharing everything I've learned over three years of hosting: what a great welcome book should include, how to build one step by step, and the mistakes you absolutely need to avoid. Whether you manage a city studio or a mountain chalet, you'll find everything you need to create a welcome book that truly makes a difference.

Why a welcome book changes everything (for your guests AND for you)

You might think a welcome book is just a nice little extra. In reality, it's a strategic tool that directly impacts your daily life as a host and your guests' experience.

Fewer repetitive messages = more peace of mind

Before I set up a welcome book for my rentals, I was receiving an average of 8 to 10 messages per stay. Simple, legitimate questions — but repetitive ones. Since every guest now receives a complete welcome book at the time of booking, that number has dropped by 60%.

In practical terms, that means fewer interruptions during your day, less stress when you're on holiday yourself, and more time for what really matters: improving your property and growing your business.

A good welcome book doesn't replace hospitality. It extends it, while freeing up your time.

Better ratings on platforms

Guests who easily find the information they need are happy guests. And happy guests leave better reviews. It's as simple as that.

On Airbnb, the "Communication" category carries a lot of weight in your overall rating. A well-designed welcome book shows that you've thought of everything. Result: my two cottages have averaged a 4.9 rating in this category since I structured my welcome books.

Comments like "Everything was perfectly explained, we felt right at home" come back regularly. That's no coincidence.

The legal requirement many hosts overlook

What many hosts don't know is that in several countries, certain information must be provided to guests by law. Emergency numbers, fire safety instructions, and the owner's contact details are among the mandatory elements in many jurisdictions.

For classified tourist rentals, a welcome book is even an evaluation criterion during inspections. You might as well get ahead and turn this obligation into a real asset.

The 10 essential sections of a great welcome book

An effective vacation rental welcome book covers all the guest's needs, from arrival to departure. Here are the sections I recommend after dozens of guest feedback sessions.

• A personalised welcome message: a few warm lines that set the tone. Introduce yourself briefly, wish them a great stay, and show that you're available if needed. It's the first thing the guest reads — make it count.
• Arrival information: exact address, directions from the station or motorway, key safe code or self-check-in instructions, parking space. Everything that prevents your guest from driving in circles at 10 PM with suitcases.
• How appliances work: washing machine, dishwasher, oven, heating, air conditioning, TV. Short explanations with photos are ideal. In my cottage, I even added a short video for the wood-burning stove — the feedback has been unanimous.
• House rules: quiet hours, pet policy, maximum occupancy, smoking rules, waste sorting. Be clear without being authoritarian. A friendly tone always goes down better than a list of prohibitions.
• Local recommendations: restaurants, markets, nearby shops, activities. This is often the guests' favourite section. Share your personal favourites — it creates a real connection.
• Emergency numbers: local fire brigade, ambulance, police, the pan-European 112 number, nearest poison control centre, and of course your own number. It's mandatory and reassuring.
• Day-to-day practical info: Wi-Fi code (big and visible!), bin collection day, first aid kit location, available cleaning products, how local recycling works.
• Area or regional guide: hiking trails, beaches, tourist sites, weekly markets. In Normandy, I include an annotated map with my favourite routes. Guests love it.
• Specific instructions: if you have a pool, hot tub, barbecue, or any special equipment, dedicate a section with safety rules and operating instructions. It matters for safety and for the lifespan of your equipment.
• Additional services: mid-stay cleaning, bike rental, welcome basket, late check-out. It's also a chance to generate a little extra revenue while enhancing the experience.

You don't need to write everything at once. Start with the essential sections, then enrich your welcome book based on guest feedback.

Paper vs digital welcome book: an honest comparison

It's the great debate among hosts. Should you go for a beautiful paper booklet on the living room table, or a digital version accessible from a smartphone? Here's my unfiltered experience.

The paper welcome book: charming but limited

A nicely bound booklet with beautiful photos and a polished layout makes an impression on arrival. It's tangible, pleasant to browse, and adds a "homemade" touch that some guests appreciate.

But let's be honest: a paper booklet ages quickly. The restaurant you recommended has closed? Time to reprint. You changed the Wi-Fi code? Same thing. Not to mention natural wear and tear, dog-eared pages, and coffee stains. And if your guest doesn't speak the local language, they're stuck.

The digital welcome book: flexible and always up to date

A digital welcome book updates in real time, translates easily into multiple languages, and remains permanently accessible on the guest's phone. No risk of loss, no reprinting, no waste.

With a QR code placed in the property, access is instant. The guest scans it and has all the information at their fingertips. That's exactly what a tool like ScanStay allows: creating a complete, multilingual digital welcome book accessible via QR code.

The smart combination

My advice: don't choose — combine. A small paper booklet with the essentials (welcome message, Wi-Fi, emergency numbers) and a QR code linking to the full digital welcome book. That's what I do in my cottages, and it's the best of both worlds.

Create your welcome book in 5 practical steps

Enough theory. Here's the method I use to build an effective welcome book, step by step.

Step 1: list every question your guests ask

Go through your Airbnb, Booking.com, or other messages from the last six months. Write down every question asked by a guest, even the ones that seem obvious. You'll be surprised how often the same ones come up.

In my case, the top 3 were: how the heating works, nearby restaurants, and tide times (we're in Normandy, after all). This list is the backbone of your welcome book.

Step 2: organise by logical categories

Group the questions by theme following the 10 sections described above. The goal is for the guest to find the information in under 10 seconds. A clear structure with explicit headings makes all the difference.

Step 3: write in a welcoming tone

Write as if you were speaking to a friend discovering your home for the first time. Avoid administrative jargon and overly formal language. "The washing machine is in the bathroom cupboard. Run a 30°C cycle for everyday laundry — it works perfectly!" is better than a technical manual.

Be precise, concise, and warm. That's the winning combination.

Step 4: add photos and visuals

A photo of the fuse box, a screenshot of the AC remote, an annotated floor plan. Visuals dramatically reduce misunderstandings, especially with international guests.

For my cottages, I photographed every appliance with an arrow pointing to the right button. Simple, quick, and incredibly effective.

Step 5: test and keep improving

Send your welcome book to a friend who doesn't know your property and ask them to play the role of the guest. Can they easily find the Wi-Fi code? The exact address? How the oven works? Every hesitation reveals a point to improve.

Then update your welcome book after every guest review. A good welcome book is never truly "finished" — it gets better with time.

5 mistakes that ruin a welcome book

I made some of these mistakes early on. Better that you avoid them from the start.

• A welcome book that's too long and dense: if your booklet is 30 pages, nobody will read it. Focus on the essentials, structure it well, and put additional details in optional sections. With digital, collapsible menus are perfect for this.
• No photos or visuals: a wall of text discourages even the most motivated readers. Photos make the welcome book lively and understandable, even for those who don't speak the local language.
• Outdated information: a restaurant that closed six months ago, a Wi-Fi code that's changed, expired bus schedules. Nothing looks more amateur. Schedule a quarterly review of your welcome book to keep it current.
• No translation: if you host international guests (and you probably do), a welcome book only in one language is a barrier. English is the minimum. Ideally, your book automatically adapts to the guest's language.
• No QR code: in 2026, not offering digital access to your welcome book means missing out on a powerful tool. A printed QR code placed at the entrance gives instant access — no download, no sign-up.

FAQ

How many pages should a welcome book have?

For a paper version, aim for 8 to 15 pages maximum. For a digital version, length matters less because the guest navigates by section. The key is that every piece of information is easy to find. A short, well-organised welcome book beats an exhaustive tome that nobody reads.

Do I need a different welcome book for each property?

Yes, absolutely. Each property has its own specifics: equipment, rules, nearby recommendations. However, some sections can be shared (emergency numbers, regional guide). That's one of the advantages of a digital tool: you can duplicate a base and quickly adapt it for each property.

How can I translate my welcome book easily?

If you're creating a paper booklet, hire a translator or use a translation tool and have it proofread. For a digital welcome book, some solutions include automatic multilingual translation. It's a huge time-saver when you're managing multiple languages. ScanStay, for example, offers automatic translation into over 25 languages.

Ready to create your welcome book?

A great welcome book means fewer messages, better reviews, and more independent guests. If you want to skip the "Word document + print shop" method, try ScanStay free for 7 days. Create your digital welcome book in minutes, generate a QR code, and your guests will have everything they need in their own language.

That's how I've been managing my two cottages in Normandy for three years now. And honestly, I wouldn't go back for anything.